Lead Facilities Coordinator

Proactive and dynamic Lead Facilities Coordinator sought for our busy New York City office. The Lead Facilities Coordinator is primarily responsible for leading the coordination of the office’s facilities maintenance, fostering a productive and comfortable environment for the firm’s personnel, clients, and guests. This individual works directly with building management and other outside vendors to schedule and facilitate office moves, repairs, and renovations; prepares offices or work stations for new/visiting personnel; ensures housekeeping tasks have been properly completed; maintains and tracks various office supplies inventory. Other duties may include back-up support and/or coordinating services in the areas of hospitality, reception, mail, copy, and fax.

This is a firm-wide role with specific tasks, procedures and functional area assignments that may differ slightly by office.

This position reports to an Office Administrator or a Regional Administrator.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: New York, NY

Responsibilities:

• Oversee and maintain all office facilities and furnishings. Handle day-to-day repairs to furniture and equipment. Work directly with vendors to supervise installations and complex repairs of equipment and furniture. Maintain furniture and equipment inventories and tracking system.
• Coordinate facilities issues with the building management company as needed. Work closely with building maintenance to coordinate building repairs.
• Coordinate with cleaning crew to ensure service meets the Firm’s expectations.
• Work closely with building security command center for any security related issues.
• Coordinate office planning duties, addressing workspace area standards and ergonomic issues. Assess current and future needs for office space, furniture and equipment. Monitor the quality of the work environment. Maintain office space inventory records.
• Coordinate office moves, traveling to other offices as necessary to assist with major moves. Participate in the preparation of bid packages and purchase orders and the awarding of contracts. Communicate move procedures, dates and other details to office personnel through memos, e-mails and meetings. Lay out office floor plans and supervise the packing of offices prior to moves.
• Act as liaison between contractors and Firm and coordinate efforts for all office renovations. Communicate with building security and building maintenance to share vital information with respect to project progress.
• Use on-line system to maintain inventory of supplies (e.g., coffee, food/beverage, envelopes, letterhead, etc.) Direct deliveries to appropriate dock or staging area. As needed, negotiate preferred pricing with vendors and NP Procurement team and travel locally to retail stores to make purchases.
• Oversee completion of office maintenance and housekeeping tasks, coordinate conference room set-ups and maintenance (stock supplies, configure furniture, etc). Assist with preparation of events and other gatherings. Liaise across departments to guarantee that visitors and clients have a positive experience.
• May provide and/or coordinate back-up coverage to reception/hospitality; may manage workflow in mailroom, copy center and fax department.
• Perform other duties and special projects as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

Job Requirements:

• Minimum of 3-5 years’ experience in facilities maintenance or coordination is required. Law Firm experience is preferred.
• Associates Degree preferred. Work experience in lieu of a degree will be considered.
• Ability to lift and/or move up to 20 lbs.
• Thorough understanding of office services and facilities maintenance including inventory, budgeting, and vendor management.
• Excellent customer service skills.
• Demonstrated leadership ability and record of making sound decisions.
• Strong planning and organizational skills, including the ability to manage a number of projects concurrently.
• Demonstrated ability of taking a proactive approach and willingness to provide hands-on assistance as required.
• Ability to work independently and as part of a team interacting with all levels of firm personnel.
• Excellent communication skills, both written and verbal.
• Ability to use computer programs, including Microsoft applications and the firm’s conference room booking software.
• High frequency of computer keyboarding and viewing a computer monitor.
• Must be able to remain in a stationary position 50% of the time.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer. Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows: NYC: $60,000 to $82,400

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range is Nixon Peabody’s good faith estimate of the annual salary it reasonably expects to pay for the position at the time of this posting.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work setting:

• In-person
• Office

Work Location: In person